OFFICE ASSISTANT CUM COMPUTER OPERATOR (SEMESTER PATTERN)

Syllabus for the trade of OFFICE ASSISTANT CUM COMPUTER OPERATOR (SEMESTER PATTERN) UNDER CRAFTSMEN TRAINING SCHEME Designed in : 2013 By Government of India CENTRAL STAFF TRAINING AND RESEARCH INSTITUTE Directorate General of Employment & Training Ministry of Labour & Employment EN - 81, SECTOR V, SALT LAKE CITY Kolkata 700 091

List of trade committee members approved the syllabus of semester system for the trade of Office Assistant cum Computer Operator held on 12 th December 2011 at Central Staff Training & Research Institute (CSTARI), Kolkata. Sl Name of the & Representing Organization Signature No. Designation with full address (In Block Letter) S/Shri 01 S.D.Lahiri, Director CSTARI., Salt Lake, Kolkata Chairman 02 Anil Kumar, JDT CSTARI., Salt Lake, Kolkata 03 LT.COL. Najmul Ahasan Globsyn Technologies Ltd., Block Executive Director EP Kolkata 04 Mrs. Sobha S. Iyer Godrej & Boyce Mfg. Co. Ltd., Sec. V, Kolkata-91 05 S.B.Bhatracharya, Consultant All India Management Association, New Delhi 06 Sourabh l. Sarkar Aesthetic Technologies CEO-Aesthetic Technologies & KarmYog Foundation, Kolkata 07 Atanu Choudhury Aesthetic Technologies GM-Aesthetic Techno. & KarmYog Foundation, Kolkata 08 Rabin Debnath, ADIT, Dte. of Indl Trg. Kolkata 09 Dibyendu Paul, Programme Sahaj Academy, Kolkata 10 Nirmalya Manager Banerjee Dte. of Commercial Tax Commercial Tax Officer Govt. of West Bengal, Kolkata 11 S. Raj agopalan, Dy. Director EEPC INDIA, Kolkata 12 Arjun Biswas, Asstt. Manager MSME Tool Room, Kolkata 13 Tarnal Chattterjee, Manager SREI Sahaj e-village Ltd., Marketing Strategy Kolkata-48 14 Amalendu Jana, Dy. Manager TATA INDICOM, Kolkata 15 Subhra Mukhopadhyay Union Bank ofindia, Sr. Manager Salt Lake, Kolkata 16 Smt. Sharbani Saha Icfai Business School Faculty Sector V, Salt Lake, Kolkata 17 K.N. Somashekaraih, Principal RVTI(W), Salt Lake, Kolkata 18 Debapriya Nandan, Manager ORACLE India, Kolkata 19 Indranil Sarnaddar, Intel India, Kolkata Business Development 20 L.K. Mukherjee, Deputy Director CST ARl, Salt Lake, Kolkata 20 N. Nath,ADT CSTARI, Salt Lake, Kolkata 21 S.B.Sardar, ADT CSTARI, Salt Lake, Kolkata 22 P. K. Dutta, ADT CSTARl, Salt Lake, Kolkata 23 R.N. Manna, T.O. CSTARl, Salt Lake, Kolkata 2

List of members attended the Workshop to finalize the syllabi of existing CTS into Semester Pattern held from 6 th to 10 th May 2013 at CSTARI, Kolkata. Sl. No. Name & Designation Organisation Remarks 1. R.N. Bandyopadhyaya, Director CSTARI, Kolkata-91 Chairman 2. K. L. Kuli, Joint Director of Training CSTARI, Kolkata-91 3. K. Srinivasa Rao, CSTARI, Kolkata-91 Joint Director of Training 4. L.K. Muhkerjee, CSTARI, Kolkata-91 Deputy Director of Training 5. Ashoke Rarhi, ATI-EPI, Dehradun Deputy Director of Training 6. N. Nath, CSTARI, Kolkata-91 Assistant Director of Training 7. S. Srinivasu, ATI-EPI, Hyderabad-13 Assistant Director of Training 8. Sharanappa, ATI-EPI, Hyderabad-13 Assistant Director of Training 9. Ramakrishne Gowda, FTI, Bangalore Assistant Director of Training 10. Goutam Das Modak, RVTI, Kolkata-91 Assistant Director of Trg./Principal 11. Venketesh. Ch., Principal Govt. ITI, Dollygunj, Andaman & Nicobar Island 12. A.K. Ghate, Training Officer ATI, Mumbai 13. V.B. Zumbre, Training Officer ATI, Mumbai 14. P.M. Radhakrishna pillai, CTI, Chennai-32 Training Officer 15. A.Jayaraman, Training officer CTI Chennai-32, 16. S. Bandyopadhyay, Training Officer ATI, Kanpur 17. Suriya Kumari.K, Training Officer RVTI, Kolkata-91 18. R.K. Bhattacharyya, Training RVTI, Trivandrum Officer 19. Vijay Kumar, Training Officer ATI, Ludhiana 20. Anil Kumar, Training Officer ATI, Ludhiana 21. Sunil M.K. Training Officer ATI, Kolkata 22. Devender, Training Officer ATI, Kolkata 23. R. N. Manna, Training Officer CSTARI, Kolkata-91 24. Mrs. S. Das, Training Officer CSTARI, Kolkata-91 25. Jyoti Balwani, Training Officer RVTI, Kolkata-91 26. Pragna H. Ravat, Training Officer RVTI, Kolkata-91 27. Sarbojit Neogi, Vocational RVTI, Kolkata-91 Instructor 28. Nilotpal Saha, Vocational I.T.I., Berhampore, Murshidabad, Instructor (W.B.) 29. Vijay Kumar, Data Entry Operator RVTI, Kolkata-91 3

GENERAL INFORMATION 1. Name of the Trade : OFFICE ASSISTANT CUM COMPUTER OPERATOR 2. N.C.O. Code No. : 3. Duration : One year (Two semesters) 4. Power Norms : 6 Kw 5. Space Norms : 70 Sq m 6. Entry Qualification : Passed 10 th class Examination. 7. Unit Size (No of student) : 20 trainees 8. Instructor s/trainer Qualification: NCT/NVT certificate in Secretarial Practice (English) trade with three years experience or Diploma in Business Administration with two year Experience Or Degree in Business Administration with one year Experience * Syllabus for Computer can be completed by Guest Faculty if regular Computer faculty is not available in the Institute 9. Desirable qualification : Preference to be given CIC (Craft instructor Certificate) holders. At least one Instructor must have Degree / Diploma in relevant field 4

Syllabus for the Trade of OFFICE ASSISTANT CUM COMPUTER OPERATOR Under C.T.S. Duration : Six Months First Semester Semester Code: OAC : SEM I Week Trade Practical Trade Theory No. 1 Practice of Shorthand Practice of typing on computer. 2 Practice on safety and occupational health and environment. Objective of Course Curricula, Office Automation System History of Shorthand, Knowledge of Transcription from the shorthand to long hand (in addition to shorthand theory paper), Sitting Posture. Safety and occupational health: Cramped room and ill-light working environment damage the eyesight and develop stress symptoms. Proper sitting posture. Proper lifting posture of heavy monitor, computer, printer and other office machineries may cause back pain. When direct physical telephone line is used for Internet connections make sure it is being detached whenever there is thundering. Environment: Pollution of environment due to e- waste like junk key board, components of computer and other office machineries Waste recovery facilities through inter industry exchange. 3 Different Components of Computer History of Computers & Different Type of Computers Functions of Computer Peripherals 4 Computer Hardware. & Software Concept Introduction of Personal Computer I Microcomputer and Operating System (UNIX, WINDOWS, MS DOS, NETWARE) 5

5 Introduction to Windows XP, All about the Windows XP interface-i, All about the Windows XP interface2, Desktop and its properties. All about the Start Menu and its properties, All about the Shut Down Menu and its components, All about the Taskbar and its properties, Default Desktop icons and their importance. 6-7 Practical Work on Word Processor: ~ Adding borders and shading, Headers and Footers Setting up Multiple columns, Sorting blocks, margins and Hyphenating Documents Creating Master Document, Data Source Merging Documents Using Mail merge Feature for Labels and envelopes Graphics and using Templates and Wizards Hands-on experience in Word processing under DOS Familiarity in Word processing. Under Windows 8-9 Practice of Shorthand upto 80 wpm Practice of typing on computer. 10-11 Practice of Shorthand upto 80 words per minutes. Practice of typing on computer. Use of different software for proficiency in English language. 12-13 Dictation taking & Typing on computer 14 Practical work with Printer ( Laser Jet Printer/ Dot-Matrix) EP ABX Handling / Call Transferring Scanning Different Photocopier Machine Working with Multi Function devices Working with Fax 15 Dictation taking & Typing on computer Profiling an Operating System. Booting Sequence: Operating System files and command Processor file. Definition of a file; File names. Booting from CD and HDD. Warm and Cold reboot About Windows Explorer. Knowing about My Computer. Knowing about My Documents Microsoft Word Processing Package Text selection Opening Documents and Creating Documents Saving Documents / Quitting Documents Cursor Control Printing Documents Using the Interface (Menu, Toolbars) Editing Text (copy, Delete, Move etc.) Finding and Replacing Text Spell Check Feature/Auto Correct Feature, Grammar Facility Auto text, Character formatting, and page formatting. English Grammar Parts of Speech, Articles, Words, Sentences Punctuations, Tense Tense, Sentence Formation Sentence Formation Idioms & Phrases Similar Words Paragraph Writing & Comprehension Letter Writing Report Writing What is an Office? What is the role of an Office Assistant? Office Automation Working Etiquettes Importance of Record Keeping Minutes of the Meeting Preparation 6

16-17 Routine office work. Practice of receptionist duties In relation to meeting, taking dictation and typing, handling mail, making travel arrangement. 18-19 Practice on filing, mailing procedure, dispatch procedure. Operating practice on franking machine. 20 Practice on all the office machines to take copies. Secretarial functions: Meaning, qualities of a secretary. Role and scope of secretarial work. Duties of a private secretary. Office practices: Filing, and its importance and classification. Mailing: procedure, for handling inward and outward mail and time and date stamps, franking machine, dispatch book, peon book and post office services. Office machines: Photocopier, duplicating machine, Fax, scanner. 21 Practice on receiving and making telephone call in landline and mobile. Practice of transferring of call. Handling of telephone. Etiquettes in handling telephone and mobile, Intercom system, EP ABX, telephone answering.machine. 22 Practice on filling up the forms. General introduction of usage different types of office related forms: i.e. sales tax forms, central excise and taxation forms, vouchers, invoices and bank forms. 23 - Government statutory norms. 24 Filling up forms for Income Tax / Sales Tax Property & Personal Insurance 25 Project work / Industrial Visit (optional) 26 Examination Statutory compliances Industry related laws Taxation & Insurance 7

Syllabus for the Trade of OFFICE ASSISTANT CUM COMPUTER OPERATOR Under C.T.S. Duration : Six Months Second Semester Semester Code: OAC : SEM II Week No. Trade Practical 1-3 Practice on business letter typing 4 "Compressed (zipped) Folder". Creating a PDF file. About Windows Media Player. Important Accessories. CD Wizard. Internet Explorer 5 Mode of Different Connectivity Internet Protocol Address DNS Setting Internet Act Knowing about how to set up an internet connection Connect using a dial-up modem Connect using a Broadband connection with username and password. Internet Explorer and its features. Imponant UI functions within IE. Internet Options- IE Security and Privacy Options. 8

6 Web Browser, Different Modems & Internet restoration What is LAN/ WAN/ WI-FI/ WIMAX? " 7-8 E-mail Feature of Outlook Explorer Maintaining Calendar and diary. Task, Archive 9-10 Functions of Control panel of computer. Setting of panels Maintenance of Computer - defrag, clean-up, formatting Properties System restoration Introduction to the uses of World Wide Web and Internet Browser Introduction to Mozilla Firefox Interface. Learning the functions of Menu bar, Navigation Tool bar, Web pages, Bookmark tool bar, Status bar and side bar in Mozilla Firefox & Internet Explorer Introduction to the Search Engine Google. How to search information in search engine Google. How to save the searched information Procedure to save the website with a new name in bookmarks. Using Navigation tool bar and searching for more information and saving needed information' in files. Using the help of search engine to locate the saved websites. Knowing about the "Outlook Express" Creating an email ID Outlook Express configuration Outlook Express features. Important functions within Outlook Express. Sending mail through outlook express File attachment with the email. Knowing about the "Control Panel" Its usage and important options. Add Hardware. Add or Remove Programs. Folder Options. 9

Device Manager Fonts. Mouse. Sounds and Audio Devices. User Accounts Sample installation of an application software. Sample uninstallation of an application software. Knowing about maintenance of Windows XP Disk Cleanup. Check Disk (Error-checking of a Local Disk). Disk Defragmenter. Backup. Format. Knowing about System Properties of the computer Short Overview of all the options. Detailed explanation about "General" Detailed explanation about "System Restore" Detailed explanation about "Automatic Updates". Detailed explanation about "Hardware"-Device Manager. 11 Spreadsheet functions Data Entry in cells, entry of numbers, text and Formulae Moving data in a Worksheet Moving around in a worksheet Selecting Data range Using the interface (Toolbars, Menus) Editing basics Working with workbooks Saving and Quitting Cell Referencing 10

12 Working on Spread sheet& different functions. 13-14 Database & Xbase Package Details Features of Data file & data base file Information commands Calculations and Worksheets-Using Auto fill Working with formulae Efficient Data Display with Data Formatting, Number formatting etc. Working with ranges Worksheets printing - -Working with Graphs and Charts Adding / Formatting Text data with Auto format Creating Embedded Chart using Chart wizard Sizing and moving parts Updating Charts Changing Chart Types Creating Separate Chart Sheet Adding Titles, legends and Gridlines Printing charts Database Management Finding Records with Data Form Adding I Deleting Records Filtering Records in a worksheet Xbase package Concept of data base Management System Difference between data files and database files Creating Data Base Files and Structures Editing Data base Files. Record pointer positioning features Specific record locating features Information display commands Indexed files Create, delete, Save and recall memory variables Using table facility Format files Using various functions and set commands available Handling of multiple database files 11

Developing programmes for Commercial Application using Windows based, X-base package. 15-16 Power Point Presentation & features Different views of power Presentation Work with Text on Presentation Organizing Presentations How to Start Microsoft PowerPoint. How to make PowerPoint How to Save Your PowerPoint Important PowerPoint definitions. Menu Bar, Scrollbars, Toolbars Adding slides, back ground change, Custom animation, slide transition Adding sound from clip art, files Adding movie file Hyperlink on slide Graphical lay out, word art Format of slide show 12

17-19 Red Hat Linux & its features Gnome desktop Application menu, Places menu, Panel, System menu, Help, Date, time Workplace switcher etc in Linux Introduction to Linux login screen Gnome applications and components of Gnome applications. Learning about using the username and password in the Linux Login screen, Linux desktop and its components. Application menu, Places menu, Panel, System menu, Help, Date, time Workplace switcher etc in Linux Uses of Mouse in Linux and various uses of Menus Learning about files and folders in Linux, also about Nautilus file manager and functions of cut, copy and paste ill Linux. Managing Files and Folders in Linux Functions and uses of Nautilus File Manager. Function and uses of Cut, Copy and Paste files and folders in Linux Introduction to Folder creation in Linux How to create a folder in Gnome Desktop How to Rename a folder in Gnome Desktop How to Delete a folder in Gnome Desktop in Linux How to retrieve a deleted folder in. Gnome Desktop How to Save a file in Linux How to search a file in a computer in Linux How to use Help in Linux (Short Note) How to use Help in Linux (Explained in details) 13

20 How the computers get affected with virus? What is the Antivirus tool? How to protect you system? 21-22 Customer Relationship Why customer is important for a business Benefit of Effective CRM Customer retention Vendor Management Time Management Stress Management 23-24 What is effective communication Different mode of Communication Verbal, Written, Non-Verbal Communication barrier PAC Model & Star Model Communication Why we should LISTEN? Installation of Antivirus Software Case study on Modem CRM & bad CRM scenario Role Play Mock practice on managing angry customer Practicing e-mail etiquettes Business mailing Practicing conversation among a small batch of 5 members Role play on different mode of body language Group discussion on best practice in an office Talking to a guest at the reception Relationship Management with the client & the team members Dress Code in an Office, Grooming & Self Hygiene Role Play Movie Mock session Interview Appearing Skills Development Making a Resume Presentation Skills Mock Interviews Presentation Writing Resumes Basics of Different Accounting Practical training on financial packages Packages Knowledge of FACT / Tally Banking reconciliation System 25 Revision 26 Examination 14

List of Tools & Equipment TRADE: OFFICE ASSISTANT CUM COMPUTER OPERATOR LIST OF TOOLS & EQUIPMENT A. TRAINEES TOOL KIT FOR 20 + ONE TRAINEES SI. No. Name of the Items Qty 1 WORKSTATION/NODES : 2 nd Generation Core i3 Processor or Equivalent and above with major minimum features as below : 10 1) 32/64 Bit Processor (3.06 GHz or Higher,4 MB 4-Core) or Higher. 2) Network Card : Integrated Gigabit Ethernet(10/100/1000). 3) RAM : 2 GB/ 4 GB DDR3 or Higher. 4) 320 GB / 500 GB HDD or Higher. 5) 19 TFT Monitor / Higher 6) DVD Writer 7) PS2 / USB KeyBoard, USB/Optical Mouse with latest Paper Licensed Operating System / OEM Pack(Preloaded) Professional/Ultimate Edition with Internet Facility. 2 Laser Jet Printer 1 no 3 Dot Matrix Printer 1 no 4 Printer, Scanner, FAX & Photo-copier Machine or Multi function 1 each device 5 EPABX 1 no 6 Telephone Connection 1 no - 7 LCD Projector 1 no 8 Broad Band Connection with proxy server 1 no 9 Air conditioner 1.5 ton 2 nos B. Software 1 Operating Systems 1 no 2 Office Package 1 no 3 Typing Tutor 1 no 4 Adobe / Flash Player / Power DVD / NTI 07 / 5 Antivirus package 1 no 6 Internet Security 1 no 7 Visual Training films on Office etiquettes 4-5 nos C. Furniture 1 21 Computer Table nos 2 21 Computer Chair nos 3 Printer Table 1 no 4 White Board 1 no 5 Display board 1 no 15

6 Steel almirah 2 nos 7 Projector Trolley / Stand 1 no 8 Chair & Table for Faculty 1 no 16